Student employee supervisor FAQ

The HR Specialist for Ohio State Newark’s student employee requests is Katie Reimenschneider, reimenschneider.13@osu.edu, 614-292-6806. She will initiate the job requisition process for student employment positions and processes separations when a student is no longer working.

Our HR consultant is Brooke Harris (harris.406@osu.edu, 614-292-3315). She is the first level of approval for workflow processes in Workday. The HR Specialist is Katie Riemenschneider (riemenschneider.13@osu.edu, 614-292-6806) and is responsible for initiating the job requisition process for student employment positions and processes separations when a student is no longer working.

Our recruiter is Mariah Tibbs (tibbs.40@osu.edu, 330.462.6159). She posts the job requisitions and initiates and finalizes the hiring and onboarding processes.

The Job Management (JM) Model is the employee model for student employees. Supervisors have a distinct JM Supervisor Organization for student employees. When a student leaves a job, that job/position is ended. A new student employee would not be filling the prior student’s job but be considered hired into a new position.

Contact the HR Specialist (Katie) for the template to create a job description. Once a job description has been established the HR Specialist will create a Job Requisition to start the process of posting in Workday. You will receive an automated email from Workday alerting you of the submission and will be able to follow its progress through the process.

A requisition # begins with an “R” and is assigned by Workday at the time a requisition is submitted into the system. A new number is assigned with each submission. This is used when tracking applications and hires.

A job # is assigned by the HR Consultant. Jennifer Podesta will submit the cost-shared jobs, but these positions will have the same job number for both Ohio State and Central Ohio Technical College (COTC) and will not change even if the requisition # does. This is used to keep consistency between COTC and Ohio State postings as well as requisition # changes.

Workday will automatically remove your job posting when your “Number of Available Openings” is zero. If you would like your posting removed before that, please contact the HR Specialist. 

To have it reposted, a new job requisition will need to be submitted and a new requisition # will be assigned.

The students will need to log in to Workday and use the “Career” icon in their “Applications” area to search for open jobs and complete an application. Please refer to "Student employment hiring process" for more details.

If you choose “move forward” we will automatically issue an offer to the student with a start date of the following Monday.

If you would like to request an alternate start date, please reach out to us via email.  We do not use manager Review-Hold for student hiring. We ask that you make a clear decision to either decline a student or opt to hire. 

We do not use manager Review-Hold for student hiring. We ask that you make a clear decision to either decline a student or opt to hire. Manager Hold students tend to get lost in the process. 

Manager's Initial Review of Candidates in Workday | Administrative Resource Center

The students will be notified within Workday throughout the process. They will receive an offer letter that will need to be accepted before the a student can begin working and enter hours in Workday.

Students will need to complete the various new hire forms for their I-9 within Workday before scheduling the appointment with the I-9 team for certification.

You will need to schedule an appointment to submit your I-9 documents virtually. This is the link to the appointment calendar https://go.osu.edu/virtuali-9s. If you have any questions, please send an email directly to HR-FormI-9@osu.edu and our central I-9 team will respond. 

No, there will only be one timecard for each student employee.

• Students earning both FWS and wages: Workday can identify who has FWS and has rules built in to ensure the student has met all eligibility requirements. It will charge the appropriate amount to FWS and the remaining amount to the department budget.
• Students working in multiple jobs: Each job in Workday has a unique position number. The student will select the appropriate position number within their timecard before entering the time for each job. They will “submit” once and the time entered for all jobs will be submitted for approval from the appropriate supervisor.

Workday will apply FWS eligibility chronologically, so time worked at the beginning of the week will be charged to FWS before time worked at the end of the week.

Email the HR Specialist (Katie) when it has been determined that a student will no longer work for you. Please include the effective date of the separation.